Project Manager

This is a Part Time Job

Vibee - Seasonal Project Manager

THE ROLE

RESPONSIBILITIES

Project Management
• Support the daily flow of projects, helping to track timelines, project progress, and providing updates as needed to key stakeholders.
• Assist in the creation and management of labor schedules and budgets with guidance from the Senior Producer and production team.
• Coordinate on-site schedules and help distribute task lists to ensure the smooth execution of builds and strikes.
• Provide occasional assistance to the site operations team for tasks such as equipment auditing and tracking as needed.
• Assist with other special projects assigned by the executive lead or production manager as needed.

Reporting
• Support the preparation of cash spending reports, P-Card tracking, and per diem coordination in collaboration with the finance team.
• Assist in gathering quotes, tracking expenses, and supporting invoice reconciliation after events, under the supervision of the Senior Producer.

Administration
• Assist in managing the seasonal staff roster and provide support for the onboarding process, coordinating with HR.
• Assist with timekeeping and payroll functions for seasonal staff, working in coordination with HR.
• Help prepare necessary documents such as day sheets, dispatch guides, and other materials for the site operations and production teams.
• Managing project management programs and ensuring that the programs meet assigned deadlines from program ideation through to execution.

Communication
• Act as a key point of contact for internal communication
• Collaborate with the Front of House (FOH) and Back of House (BOH) teams to streamline workflows during the event planning process.
• Provide clear and timely communication with relevant stakeholders as directed.

QUALIFICATIONS
• 3-5 years of experience in live event production or project coordination (experience with large-scale events is a plus).
• Ability to manage project timelines and communicate effectively with teams.
• Familiarity with project management tools such as Google Suite, Airtable, and Asana.
• A collaborative team player with an ability to adapt to fast-paced environments.
• Strong organizational skills and attention to detail.
• Ability to handle occasional physical tasks and on-site event support.

WORK ENVIRONMENT
• Flexibility to work evening and weekend hours as needed to support event schedules.
• Ability to work in busy environments and tolerate noise during event production.
• Must be willing to travel to event sites as required by project needs.
• Some physical activity may be required (e.g., lifting up to 20 pounds).
• Position will expose candidate to sensitive company information and so must maintain strict confidentiality
• Must exercise the utmost discretion in dealing with staff, vendors, and business associates regarding sensitive matters

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Vibee for a visa.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Vibee recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.